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Chapter 18: Writing Proposals

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Writing Proposals

A proposal can be as simple as a suggestion-box memo or as complex as a book-length bid. Either way, a proposal identifies a need or a problem and lays out a convincing plan for meeting that need or solving that problem. A proposal can tackle issues like these:

fixing inefficient operating practices;

winning contracts and selling products or services;

developing new markets, products, or services;

improving current products or services; and

meeting legal and ethical requirements.

A well-written proposal, whether it is designed to sell a service, fix a problem, or justify an expansion, is a force for positive change.

“It is the duty of the president to propose, and it is the privilege of the congress to dispose.”

—Franklin Delano Roosevelt

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Organizing Proposals

Opening

Label your proposal with the following: a title or a subject line that promises productive change, your name, your reader’s name, the date, and any reference numbers.

Introduce your proposal by providing background and establishing the theme—the need to be met, the problem to be solved, and the benefits to be gained.

Summarize your proposal if you want to be direct. To be indirect, do not include the summary.

Middle

Define the problem or need. Explain its importance, limits, causes, effects, history, and connection with larger issues. Review any past attempts to solve the problem, noting their successes and failures. Note: If the reader is aware of the need or problem, be brief and informative. If the reader is unaware or resistant, build a persuasive case about the problem or need and its importance.

Writing Troubleshooting Proposals

As you requested, I have investigated the high levels of carbon monoxide in the main warehouse. The following proposal (A) explains the source of the problem, (B) proposes a solution, and (C) details an implementation plan.

From November 2018 through March 2019, Rankin has been registering high carbon monoxide (CO) levels in Area 3 of the warehouse. General CO levels in the area have exceeded 35 ppm, and many office spaces show levels of 40-80 ppm (OSHA recommends 25 ppm).

Be objective.These CO levels are a concern for three reasons:

High CO levels cause sickness and lower productivity.

Using summer exhaust fans in winter to reduce CO results in low humidity that shrinks wood used for manufacturing.

High CO levels can result in a substantial OSHA fine.

Show clear understanding of the causes.To determine the cause of the high CO levels, I investigated all sources of combustion in the warehouse. I concluded that the excess CO was caused by lift trucks operating in Area 3.

I then checked all lift trucks. They were in good working condition and were being properly used and maintained.

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B. Proposal: Phase Out Internal-Combustion Lifts

Middle: List solution criteria.In order to correct the CO emissions problem, the ideal solution should accomplish the following in a timely and cost-effective manner:

Bring CO levels within OSHA limits.

Maintain relative humidity to ensure product quality.

Show that you considered alternatives.To do this, Rankin could continue using the exhaust fans and install humidifying equipment at a cost of $62,000. (See attached estimate.) Or Rankin could replace all internal-combustion lift trucks in Area 3 with electric lift trucks for $295,000.

Offer your solution and provide a clear rationale.Instead, I propose gradual replacement of the internal-combustion lifts in shipping with electric lift trucks, for these reasons:

The shipping area is well-suited for electric lift trucks (no long-distance travel or use of ramps is required).

While electric lifts cost more initially, they have lower operating and maintenance costs. A five-year cost analysis shows that the cost of operating the two types of lift trucks is similar. (See attachment.) In fact, after five years, electric lift trucks save money.

C. Implementation: Phase In Electric Lifts

Show that the solution will work.Because Rankin buys an average of four lift trucks annually, the plans below will complete the changeover in the shipping area within the next four years.

When an area requests replacement of an existing lift truck, management approves purchase of a new electric lift truck.

The new electric lift truck goes to the Shipping Department.

The newest internal-combustion lift truck in Shipping is transferred to the area that requested a new lift truck.

By beginning this plan in January 2020, we could replace all internal-combustion lift trucks in Shipping by December 31, 2023.

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Conclusion

Closing: Restate your solution and its benefits.Gradual replacement of internal-combustion lift trucks in Shipping with electric lift trucks will involve a higher initial cost but will reap two important benefits: (1) CO levels will fall below OSHA’s 25 ppm, enhancing the safety of Rankin employees and guarding product quality; (2) the electric lift trucks will prove less costly to own and operate in the long run.

Therefore, I recommend that Rankin management approve this plan, and phase it in over the next four years as outlined. Improved safety, increased product quality, and lower total long-term operating costs outweigh higher initial costs.

If you wish to discuss this proposal, please call me at extension 1449, or write me at Nick_Jeffries@rankin.com.

Opening: Present your idea and stress its benefits.I’m writing to recommend that the Bayford Community Theater replace the seating in our auditorium. New seating will (1) make patrons more comfortable during performances, (2) beautify the theater, and (3) help us compete with other entertainment options.

Current Seating

Middle: Give the reason for your proposal.Our current seating is more than twenty years old and was secondhand when we acquired it. The seating poses a number of problems:

The hard plastic construction makes the seats uncomfortable for shows.

Review the present situation in detail.Some of the seats are damaged, requiring use of folding chairs.

The seats are not attached to the floor, making them shift as patrons move about.

The metal bases may damage the new flooring installed last year.

Some of the seats are stained, adding to the overall unsightly appearance.

Options

We have discussed a number of measures to address this problem.

Buy plastic-covered stadium seat pads: At $8 per pad (printed with the BCT logo), a hundred pads would cost $800 and would make seats more comfortable. However, they would be awkward to distribute and collect, and patrons would still be sitting on plastic.

Create cloth cushion covers for chairs: This solution would be more comfortable and less awkward than foam pads, though the expense in cloth and foam and the many hours of sewing involved would be prohibitive.

Replace seating with comfortable chairs: This solution would provide comfort and a more attractive appearance, but the slanted floor means that patrons would feel that they are tipped forward.

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Recommendation

Middle: Justify an expenditure by stressing benefits.I recommend that we replace the existing seating with new theater seating, fastened to the floor. I have checked with four companies that offer theater seating and have attached their catalogues for your consideration.

In my opinion, the best option is the Turino style of seat offered by Custom Seating Specialists, with the following specifics: